Multi-Level Sequential Approval

The purpose of this topic is to provide an example of how to setup multi-level sequential Approval for eTimesheets and eExpenses.

The example is for eTimesheets. To set multi-level sequential approval for eExpenses involves the same steps, except that the Expense fields are maintained instead of the Timesheet fields.

eTimesheets Module Control is accessed through System > eTimesheets > Setup > Module Control.

On the eTimesheets tab:

1. Ensure that Multi Level approval is selected in the eTimesheets Approval field.

eTimesheets Employee Configuration is accessed through System > eTimesheets > Employee Configuration.

2. Select the Approver (Employee to Approve Timesheet)

3. On the Main tab, ensure that Can approve Timesheets is selected.

Approval Code Maintenance

Access this function through Workflow > Approvals and Alerts > Approval Code Maintenance.

To maintain approval codes:

Enter a Name for the Approval Code you require.
Select the sequential option.
The order that the A&A rules are checked, plus the order of the lines in the action tab of the rule, determines the sequential order of the approvals.
Select the can assign Specific person option. You can specify specific Approvers on the Rule.
Users allocated to the Approval Code always need to approve the Timesheet, regardless of the Rule Definition. You should only define the Approvers in the Rule Definition. If you want to allocate Users to the Approval Code:
Expand the list of Users/Groups and allocate the Approvers using the < button.

Rule Maintenance

Access this function through Workflow > Approvals and Alerts > Rule Maintenance.

To maintain rules, go to the Operation tab and do this:

Select Show form driven Record types only.
Select CRMWebInputTimesheetHeader in the Operates On field.
For eExpenses, select APInvoice in the Operates On field.
Select Programmatic and the option eTimesheet Submit in the Operates When field.
Select All Records as Condition.
Select Require Approval on this document as Action.
6. Select the Add button. The Assign Approval Code form displays.
Select the Approval Code from the Assign a specific Approval code dropdown list.
Select one of these options -
- Require Approval by a specific Person.
  The list of values include Job Manager.
- Require Approval by Manager - Employee's Line Manager
- Require Approval by Supervisor - Employee's Supervisor
Select the value from the dropdown list. The list is filtered using the option you select.
Repeat this action until the sequence of Approval is set.
Use the arrows to change a sequence.
Select Process eTimesheet on the If Approved tab.
Select Reject eTimesheet on the If Rejected tab.
If the process or reject action is not set, then the timesheet is not changed when approval/rejection occurs in the Approvals and Alerts module. The timesheet remains at waiting for approval in eTimesheets.
Save the rule.

Processing

In eTimesheets the Timesheet Employee creates a Timesheet and submits the Timesheet once completed. The timesheet is then ready to be approved. The first Approver logs into eTimesheets and views the list of Timesheets awaiting approval. The Approver selects the timesheet and approves or rejects the timesheet. eTimesheets displays the status of a Timesheet in Red if an Approver views the timesheet and the approval sequence has not yet been completed up to the logged-in Approver. An Approver is not allowed to approve a timesheet out of the specified order.